Organisation emails

Communicate > Email templates lists the emails Backed sends on your organisation's behalf. The Emails tab under Settings > Profile and terms opens the same page.

Weekly digest

The Send the weekly digest switch sits at the top of the page, under Weekly digest. Turn it on and every Monday at 08:00 in your organisation's time zone each administrator is emailed a summary of the previous week's activity. It is off until you turn it on, and the change is saved as soon as you flip it. Each administrator can stop it for themselves under Email Preferences; the others still get it.

The email list

Emails are grouped by who receives them (Administrator emails, Applicant emails, Assessor emails, Verifier emails) and then by area, such as Registrations, Grant, Application, Assessments, Decisions, Contracts and Milestones. These headings use your organisation's own term if you've renamed it.

When Funds is turned on for your organisation, Administrator emails > Payments holds Grant recommendation submitted, sent to administrators who can access payments when a donor recommends a grant; each of them can stop it for themselves under Email Preferences. Verifier emails > Payments holds Donor report published, which tells a Fund's donors that a new report is ready; it has no Email Preferences setting.

Each email has an On/Off switch. Switch one off and it stops being sent from the next time it would go; any in-app notification for the same event still appears. An email you have edited is marked Customised.

Edit an email

Go to Communicate > Email templates.
Select Edit on the email.
Change the Subject and Body. A term in square brackets becomes your organisation's own word for it when the email is sent. Headings, lists, quotes and links are kept; images, tables and colours are not.
Select Save. You see Saved. The next … email uses it.

The page says whether the email uses the default subject and body or uses your own subject and body. To go back to the defaults, select Restore defaults and confirm. Whether the email is on or off stays as it is.

Preview an email

Select Preview Email on the list, or Preview in the editor. You can choose an application whose details fill in the email; without one, only your organisation's details are filled in. Nothing is sent and nothing is saved, and a preview of unsaved changes says so.

Translate emails

When your organisation has turned on a language beside English under Settings > Profile and terms, the email editor has a tab for every language. English (Australia) is the editor above; the language tab shows the English subject and body on the left and the translation on the right. Type the translations and select Save translations. A recipient who chose that language gets the translation; everyone else, and any part left blank, gets the English.

A term in double square brackets, such as [[applicant_name]], is a merge field. Keep every merge field the English has, each as many times; the editor warns you before you save if one is missing or extra, and a translation that differs is not saved.

To translate every email at once, select Export translations at the top of Communicate > Email templates, choose the language and a format (CSV for a spreadsheet, XLIFF for a translation tool) and select Download. Send the file to your translator. When it comes back, select Import translations, choose the file and select Import. The summary says how many rows were applied and lists each rejected row by its number with the reason. Nothing in a rejected row is applied.

These controls appear only when a language beside English is turned on.

Undelivered messages

Undelivered messages names who is told when a message cannot be delivered. They get one email naming the address, the message and the reason, at most once a day for each address. Choose an administrator and select Save.